Last Updated on November 12, 2025 by Narendra Sahoo
In recent years, the focus on how companies collect and use personal information has become stronger than ever. The GDPR Privacy Notice isn’t just another compliance document; it’s a reflection of how seriously your business treats transparency and accountability.
When people visit your website or share their information, they expect honesty. A well-written Privacy Notice tells them, in plain words, how their data is handled and why it’s being used. It also gives your business credibility by showing that you follow the principles of fairness and openness set out under GDPR Articles 12 to 14.
Many organizations still see the notice as a legal requirement alone, but in reality, it’s one of the most visible signs of your company’s integrity.
What is a GDPR Privacy Notice?
Creating a GDPR Privacy Notice should never be a copy-and-paste task. Each business has its own way of collecting and processing data, and the notice should reflect that. Use clear language, short sentences, and examples that people can understand. For instance, instead of saying, “Data may be processed for legitimate business interests,” it’s better to say, “We use your information to deliver our services and respond to your queries.”
This small difference changes how users feel about your company — it builds trust.
It’s also good practice to review your notice regularly. Anytime you introduce new tools, forms, or cookies that gather user data, your notice should be updated. This habit keeps your compliance current and avoids unnecessary risks during audits.
How is a Privacy Notice Different from a Privacy Policy?
Privacy Policy and Privacy Notice are terms used not just in the GDPR Regulation but also in other data security and privacy laws. Although they may sound quite similar and also often used interchangeably, but they are actually different and are used for different purposes. So, let us understand how the two documents are different and for what purpose each of these documents is required.
| Titles | Privacy Notice | Privacy Policy |
|---|---|---|
| Definition | A privacy Notice is a document provided or rather displayed online to inform customers, visitors, and users about the way their information is processed or used by the organization. | Privacy Policy on the other hand is a document available to employees, stakeholders, and third-party vendors of the organization. It is an internal document that works as a guide to employees and vendors in terms of handling sensitive personal data securely and ensuring the privacy, confidentiality, and integrity of the data. |
| Purpose | The purpose of having a Privacy Notice is to let people know how the organizations use their data and establish transparency in the data processing activity. | The purpose of a Privacy Policy is to guide employees on how to protect and securely handle personal data. |
| Content | Privacy Notice includes – • Type of information or data collected. • Details in terms of reasons or purpose of collecting data, including the legal basis for that collection. • Details on how the data collected will be used and stored and for how long will it be retained. • Details on how to opt-out of data collection and how to request the controller to delete stored personal information. | Privacy Policy includes- • Details related to consent and rights of the individual. • Details regarding the purpose and lawful basis of collecting the personal data. • Details of Information Disclosure rules and guidelines • Rules and guidelines for securely handling personal data. • Details regarding the security practices established to maintain confidentiality, integrity, and privacy of the data. |
| Publishing | A Privacy Notice is a document published online, on the company website, and made available to the general public. | Privacy Policies are documents used internally within the organization for employees, third-party vendors, and stakeholders involved in handling the processing and storing of personal data. |
Why This Difference Really Matters
Many companies don’t realize they blur the line between a Privacy Policy and a Privacy Notice. It usually happens without intent — someone updates one document but forgets the other. During a compliance review, that small gap stands out immediately. Auditors often cross-check the internal policy with what’s publicly posted online.
Even a minor inconsistency, like saying in one place that data is kept for three years but elsewhere stating twelve months, can raise eyebrows. It may seem like a small detail, but regulators read it as a possible sign of carelessness or lack of control.
That’s why it’s worth reviewing both documents side by side once or twice a year. It keeps things consistent and saves time later when audits come up. More importantly, it signals to your clients and partners that your company genuinely takes privacy management seriously, not just as a checkbox task but as an ongoing practice.
When Should You Provide GDPR Privacy Notice?
People have a right to know how their personal details will be used before you start using them — not later. That’s one of the clearest principles in the GDPR. So, your Privacy Notice shouldn’t be tucked away or shared after the fact. It needs to appear right where the data is collected.
Think about your website forms, feedback pages, or cookie pop-ups — those are perfect spots to add a direct link to your notice. It’s a simple adjustment, but it shows transparency and covers you under Article 13 requirements.
Now, in some cases, the information doesn’t come straight from users but from another source, like a business partner or vendor. In those situations, you still have to inform individuals. The rule gives you up to a month to do it, but the sooner, the better. Many companies forget this step, and that’s often where compliance slips through the cracks.
What all information is included in a Privacy Notice?
The Privacy Notice must contain the following information when published or provided to individuals –
When the personal data is collected directly from individuals–
- Contact details of the organization, and Data Protection Officer of the organization.
- Purpose of collecting and processing personal data. This should also include the legal basis for doing so.
- Details such as the legitimate interests of the organization
- Information relating to whether the personal data will be transferred to another country and security measures implemented for protecting the privacy of the data.
- Details regarding the type of personal data collected and processed.
- The retention period of using and/or processing personal data
- Details regarding the data subject’s rights and ways of exercising the rights
- Details on whether the provision of personal data is part of a statutory or contractual requirement or obligation and the consequences of failing to provide the personal data.
- Inform about the automated decision-making system, including profiling, and details about the system, how it works, its impact, and the consequences.
When personal data is collected from a third-party-
If an organization gets the personal data indirectly from a third party then the privacy notice must include all the information, as mentioned above, and also-
- The categories of personal data collected.
- Information on the source and whether the source of data is publicly accessible.
It is important to note that the information collected should be shared with the individual no later than one month after the data was obtained, or at the time when the data subject was first communicated, or before sharing the data with another organization.
What is the GDPR Privacy Notice Best Practice?
GDPR requires organizations to provide people with a Privacy Notice that is-
- Clear, concise, transparent, and in an easily accessible form
- Written in plain and clear language, especially when it includes information specific to the child.
- The Privacy Notice should be provided free of charge.
- The Privacy notices should have qualifiers like “may,” “might,” “some,” and “often,” they may seem misleading or vague purposefully.
- The writing should be in active tense and sentences and paragraphs should be well structured, with bullet points to highlight specific points of note.
The European Commission has provided GDPR guidelines outlining phrases that should be avoided since they are not sufficiently clear as to the purposes of the processing.
Common Errors to Avoid
Even with good intentions, some companies make mistakes that can create compliance issues. A few examples include:
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Using vague phrases like “we may use your data for marketing purposes” without being specific.
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Forgetting to include the contact information of the Data Protection Officer (DPO).
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Not stating how long the data will be kept or the legal reason for collecting it.
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Copying content from other websites — every organization’s data flow is different.
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Writing in complex legal language that users struggle to understand.
Avoiding these errors makes your Privacy Notice not only compliant but genuinely useful to readers.
Example
Imagine a visitor signing up for your newsletter. The moment they enter their name and email, they have a right to know how that data will be used. Your Privacy Notice should clearly explain whether their email will be stored, how long it will be kept, and whether it will be shared with any third party.
When users see this kind of transparency, they’re more likely to trust your brand. Over time, this trust translates into stronger customer relationships and better business reputation.
Final Thought
Data protection is not just the responsibility of Data Controllers but also Data Processors and all those involved in handling personal data. They also have the responsibility of keeping individuals informed about the use of their data. Since individuals have the right to know how their information is used, a Privacy Notice is a very crucial document.
Since this document lets them know how their personal data will be used, it will reassure them that the organization is taking measures to ensure the privacy of their data and that it is not miss used in any way. This also helps build a sense of trust among customers and reflects the efforts taken by the organization for data protection.
Ready to Strengthen Your GDPR Compliance?
Building or updating your Privacy Notice doesn’t have to be complicated. With the right guidance, you can align your document with GDPR’s legal standards while maintaining a tone that your customers appreciate.
Our experts at VISTA InfoSec help businesses create GDPR-compliant privacy documentation that fits real-world operations — not just legal templates.
👉 Speak with our GDPR Compliance Consultants and ensure your Privacy Notice meets every requirement of transparency and trust.
Narendra Sahoo (PCI QPA, PCI QSA, PCI SSF ASSESSOR, CISSP, CISA, CRISC, 27001 LA) is the Founder and Director of VISTA InfoSec, a global Information Security Consulting firm, based in the US, Singapore & India. Mr. Sahoo holds more than 25 years of experience in the IT Industry, with expertise in Information Risk Consulting, Assessment, & Compliance services. VISTA InfoSec specializes in Information Security audit, consulting and certification services which include GDPR, HIPAA, CCPA, NESA, MAS-TRM, PCI DSS Compliance & Audit, PCI PIN, SOC2 Compliance & Audit, PDPA, PDPB to name a few. The company has for years (since 2004) worked with organizations across the globe to address the Regulatory and Information Security challenges in their industry. VISTA InfoSec has been instrumental in helping top multinational companies achieve compliance and secure their IT infrastructure.
